How do I set up appointment invitations?

Appointment invitations (or links) in SystmOne allow patients to book their own appointments using a secure link. This can significantly reduce incoming calls and improve the efficiency of recall systems. The following steps will guide you through the process of setting up these appointment invitations.

Or if you prefer a step-by-step guide:

Step-by-Step Guide: Setting Up Appointment Invitations in System One

Step 1: Ensure You Have System Admin Rights

• Why? You’ll need admin rights to access and configure certain settings.

Step 2: Access Organisation Preferences

• Navigate to Setup > Organisation Preferences.
• Click on Appointments.
• Select Patient Appointment Links.

Step 3: Enable Appointment Links

• If it’s not already enabled, check the box to activate appointment links.
• Set the appointment booking window. Recommendation: Start with 28 days (four weeks).

Step 4: Set Up Individual Appointment Links

• Click the plus (+) button to add new appointment links.
• Note: The options available for links may come from various sources, such as your organisation, ICB, or PCN.

Step 5: Configure the Appointment Link List

• Choose which appointment types you want to include. For instance:
  • Bloods only: This is a good starting point as it's simple to configure and widely applicable.
  • Diabetes Review: For more complex appointments, ensure the slot length matches the expected appointment duration (e.g., 20-30 minutes).

Step 6: Adjust Slot Types in the Rota

• If required, adjust the rota to accommodate different appointment lengths (e.g., longer slots for diabetes reviews).
• Ensure that the appropriate slot types match the appointments being offered.

Step 7: Test the System

• Important: Test the setup with a test patient before going live.
  • Add a mobile number to the test patient.
  • Send a patient appointment invitation link.
  • Verify that the link works on your phone.

Step 8: Start with Simple Appointments

• Begin by sending links for Blood Tests only.
  • This is a straightforward appointment type and can help your staff and patients get used to the system.

Step 9: Monitor the Appointment Link System

• Check the invites report to see how many patients can receive an appointment link and which links the system suggests sending.

Step 10: Enable Cancellations and Rebooking (Optional)

• You can allow patients to cancel or rebook via the appointment link.
  • Recommendation: Allow cancellations up to 1 hour before the appointment.
  • Enable rebooking if needed, especially for critical appointments like blood tests.

Step 11: Refine the System Over Time

• Gradually add more appointment types, like Diabetes Reviews, once the staff and patients are familiar with the process.

Step 12: Sending Invitations

• Go to Clinical Reports.
• Select Send Patient Appointment Invitation to send the link to eligible patients.
  • Avoid using comms annex; use the appointment invitation feature.

Final Tip:

• It’s crucial to test everything before sending invitations to hundreds of patients. This can help avoid issues and unnecessary phone calls from patients facing difficulties.

Conclusion:

Setting up appointment invitations in SystmOne requires some initial setup, but once configured, it can streamline your appointment booking process, reduce call volumes, and improve overall efficiency.

If you require further support with configuring appointment invitations, please book a training session with one of our support agents who are always happy to help. 

Welby Innovate Appointment Links

This is the current list of appointment links that we have created: